Office and Administration Executive

Axross (YC W22); Kuala Lumpur; On-site; MYR 50,000 - 70,000; Full time

Job summary

Axross seeks an hands-on Office and Administration Executive to run our Malaysia offices and provide remote administrative support for the Singapore entity. You will manage daily operations, keep documents organized, and ensure deadlines are met while keeping leadership informed.

You will coordinate procurement, travel, and events, and handle general administration, records, and communications with vendors and internal teams across regional offices.

Qualifications

• 2+ years in office administration or similar role.
• Able to organise daily work, manage priorities and follow through with tasks.
• Proactive with strong attention to detail and clear communication.
• Confident coordinating with employees, management, vendors and external service providers.
• Familiar with office procurement, recordkeeping and handling confidential information.

Responsibilities

• Oversee office operations and administration across Malaysia offices and provide remote support for Singapore entity.
• Coordinate with building management, cleaners, maintenance providers and vendors.
• Arrange office purchases within budgets and maintain asset records.
• Prepare letters, forms and routine documents; manage filing systems.
• Coordinate travel, meetings, and logistics for events and visits.
• Manage onboarding/offboarding paperwork with HR and teams.

Skills

Office administration

Office management

Communication skills

Google Workspace

Slack

Notion

Organisational skills

Detail oriented

Time management

Education

Diploma or degree in Business Administration or related field

Tools

Google Workspace

Slack

Notion

Job description

About Us

Axross develops AI-powered HVAC solutions that help manufacturers in Malaysia and Singapore improve energy efficiency, reduce operating costs and support sustainability goals. As we grow, we are looking for a hands‑on Office and Administration Executive to keep our workplace and daily administrative operations running smoothly.

About Us

Axross develops AI-powered HVAC solutions that help manufacturers in Malaysia and Singapore improve energy efficiency, reduce operating costs and support sustainability goals. As we grow, we are looking for a hands‑on Office and Administration Executive to keep our workplace and daily administrative operations running smoothly.

Why Join Us?

• Be a key part of a fast‑growing startup where your work directly impacts business success.
• Gain hands‑on experience in both office management, administration, and business operations in an exciting tech‑driven environment.
• Grow with the company—take on new responsibilities and advance your career as we scale.

Role Overview

You will take ownership of office operations and administration across our Malaysia offices, while providing remote administrative support for Singapore entity as well. You will resolve routine issues within agreed budgets and guidelines, keep documents and deadlines organised, and follow tasks through to completion while keeping management informed.

Roles And Responsibilities

• Office Management and Daily Operations
• Manage daily office needs, including cleanliness, supplies, stationery, equipment and workspace readiness.
• Coordinate with building management, cleaners, maintenance providers and vendors to resolve office issues promptly.
• Arrange office purchases within approved budgets and maintain inventory and company asset records, including equipment assignments and returns.
• Identify upcoming office needs, organise repairs and improvements, and flag issues requiring management decisions early.
• General Administration and Documentation
• Prepare letters, forms and routine documents, and handle printing, scanning, photocopying and filing.
• Maintain organised physical and digital records so documents are accurate, up to date and easy to retrieve.
• Manage correspondence, mail, couriers and deliveries, and coordinate document signatures and submissions.
• Track administrative requests and deadlines, follow up with the relevant parties and confirm completion.
• Travel and Event Coordination
• Arrange business travel, including flights, accommodation, transport and itineraries, within approved budgets.
• Coordinate meeting schedules, rooms, visitors and logistical arrangements for business visits and external meetings.
• Organise logistics for company events, team activities and employee engagement initiatives.
• Employee Administration and Support
• Coordinate onboarding and offboarding paperwork, equipment, access and workspace arrangements with HR and team leads.
• Maintain employee administrative records, attendance and leave tracking accurately and confidentially.
• Handle routine employee administrative requests and coordinate employee welfare arrangements.
• Business and Regional Administration
• Prepare and coordinate paperwork for business registrations, licences, renewals, insurance and other administrative requirements.
• Handle administrative correspondence and document requests from accountants, company secretaries, banks and other service providers.
• Maintain a tracker of renewals, submissions and outstanding documents, and follow up before deadlines.
• Provide remote administrative support for Singapore and Indonesia, coordinating with local contacts where needed.
• Support finance‑related administration through document organisation, letter preparation and correspondence handling.

Requirements

• At least 2 years of experience in office administration, office management or a similar role, preferably in a startup or SME. Able to independently organise daily work, manage competing priorities and complete tasks with reliable follow-through.
• Proactive and resourceful, with strong attention to detail and clear communicationabout progress, delays and support needed.
• Confident coordinating with employees, management, vendors and external service providers.
• Comfortable using Google Workspace and tools such as Slack and Notion, and improving simple administrative workflows.
• Practical familiarity with office procurement, recordkeeping and employee administration, with discretion when handling confidential information.
• A diploma or degree in Business Administration, Business Management or a related field is an advantage. Candidates with relevant practical experience are equally welcome.
• Ability to take initiative and thrive in a fast‑moving, high‑growth environment.

What You Will Gain

• Take ownership of a role that directly supports the team and the daily running of a growing startup.
• Gain hands‑on experience across office management, employee administration and regional business operations.
• Develop your skills and take on broader responsibilities as Axross grows.